36C25926Q0137.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Jeremy Ferrer jeremy.ferrer@va.gov 7209006397

PLACE OF PERFORMANCE

Eastern Colorado VA Healthcare System

Rocky Mountain Regional VAMC

1700 N. Wheeling St.

Aurora CO

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Request for Quote (RFQ) #: 36C25926Q0137 Laser Safety Officer with Base + 4 Option Years for Eastern Colorado VA Healthcare System Small Business Set-Aside

(i) This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with Revolutionary FAR Overhaul (RFO) Part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 12:00pm Dec 19, 2025.

All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to jeremy.ferrer@va.gov no later than 16:00pm MT, December 26, 2025.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make the award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ), and the solicitation number is 36C25926Q0137. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 effective October 01, 2025.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 541990 with a business size standard of $19.5 Million. This solicitation is 100% set-aside for small businesses (SB).

(v) List of Line Items;

Laser Safety Officer Eastern Colorado VA Healthcare System

Laser Safety Officer Eastern Colorado VA Healthcare System

Laser Safety Officer Eastern Colorado VA Healthcare System

Laser Safety Officer Eastern Colorado VA Healthcare System

Laser Safety Officer Eastern Colorado VA Healthcare System

Grand Total ($)

(vi) Description of Requirements for the items/Services to be acquired: The requirement is for a Laser Safety Officer (LSO), please reference attached performance work statement (PWS).

(vii) Performance and/or acceptance are to be F.O.B Destination (RFO 52.247-34) at the following locations:

Rocky Mountain Regional VAMC 1700 N. Wheeling St.

Aurora, CO 80045

PFC Floyd K. Lindstrom VA Clinic 3141 Centennial Boulevard Colorado Springs, CO 80907

(viii) 52.212-1, Instructions to Offerors-Commercial Items applies to this acquisition

(a) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(b) State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

(c) If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be verified and visible in the SBA Small Business Certification (SBS): https://search.certifications.sba.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

(d) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(e) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(f) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(g) ADDENDUM to RFO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

Submission of quote shall include the following volumes: (I) Technical capability or quality offered to meet the Government requirement; (II) Price; (III) Past Performance; and (IV) Completion of VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction.

Volume I - Technical capability or quality to meet the Government requirement.

The offeror shall submit its quote demonstrating how it meets the requirements of the performance work statement (PWS) and solicitation. Qualifications and Professional Capabilities of candidate: Current BLS certification as a Certified Medical Laser Safety Officer (CMLSO), knowledge and abilities to independently function as LSO, and ability to effectively communicate with healthcare and administrative personnel.

Volume II – Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. The offeror shall price the base and all option year line items.

Volume III – Past Performance Offerors shall provide a maximum of three (3) recent and relevant past efforts (as defined below) to demonstrate their ability to perform the proposed work. If a completed Contractor Performance Assessment Reporting System (CPARS) evaluation is available, it shall be submitted. If not providing CPARS evaluation past performance references must include contract numbers, amount of contract award, point of contact with email address, telephone numbers and other relevant information, and a description of product/work performed under the contract. To be relevant, the effort must be similar in nature of work, size, magnitude, complexity, and scope of this procurement. To be recent past performance is defined as not more than five years from the RFQ release date of this solicitation.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items applies to this acquisition.

ADDENDUM to RFO 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) The Government will award a contract resulting from this solicitation to the offeror responsible whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors.

(b) The following factors shall be used to evaluate quotations:

Factor I. Technical capability or quality offered to meet the Government requirement Factor II. Price Factor III. Past Performance

(c) Evaluation Approach. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government will use comparative analysis. The following factors will be used to evaluate offers:

Factor I. Technical capability or quality offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Factor II. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the service offered to the Government requirement, as stated in Factor 1 shall not be selected regardless of price.

Factor III. Past Performance: The Government will evaluate on how well the offeror identified performance relates to the requirement procured under the Performance Work Statement for this procurement to determine relevancy. How well the offeror performed on identified contracts shall be used to assess performance confidence.

If offeror does not provide all volumes as outlined in RFO 52.212-1 Instructions, the offer may be considered nonresponsive.

(d) The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s)

(End of Addendum to 52.212-2)

(x) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition Any inconsistencies in this solicitation or contract shall be resolved by giving precedence IAW 52.212-4(r). By submitting a quote, the offeror understands that quotes will not be referenced in 1449 and clauses incorporated in the solicitation will dictate the contract. All offerors shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under the contract IAW RFO 52.212-4(q). The Government reserves the right to deny requests for clause changes that are not included in this solicitation should the request be inconsistent with the RFO or VAAR.

(xi) The following RFO clauses are incorporated by reference:

Employee Class Monetary Wage-Fringe Benefits 12130 35.29 Statute

(xii) Additional contract requirements or terms and conditions:

52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to the prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 45 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

852.252-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items:

VAAR Clauses are incorporated by reference as follows:

RFO 52.252-1 Solicitation Provisions Incorporated by Reference The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at RFO 52.252-1, Solicitation Provisions Incorporated by Reference. Copies may also be obtained from the contracting officer.

ttps://www.acquisition.gov/far-overhaul https://www.acquisition.gov/vaar The following RFO provisions are to be incorporated by reference:

(xiii) The Defense Priorities and Allocations System (DPAS) does not apply.

(xiv) Date and Time offers are due to jeremy.ferrer@va.gov by 16:00pm MT, December 26, 2025.

(xv) Name and email of the individual to contact for information regarding the solicitation:

Jeremy Ferrer Jeremy.ferrer@va.gov

Performance Work Statement (PWS) for Laser Safety Officer

1. General Information

1.1 Scope of Work: The VA Eastern Colorado Health Care System (VAECHCS) requires the services of a part-time (.15 to .25 FTE) Laser Safety Officer (LSO) to monitor and enforce control on laser hazards and conduct knowledgeable evaluations and control of laser hazards at the following locations:

· VA Eastern Colorado Health Care System (VAECHCS), 1700 N Wheeling St, Aurora, CO 80045

· PFC Floyd K. Lindstrom Department of Veterans Affairs Clinic, 3141 Centennial Boulevard, Colorado Springs, CO 80907

1.2 Performance Period: The targeted Base Period of Performance is from January 15, 2026, to January 14, 2027, based upon VA’s requirements, contractor’s performance, and the availability of funding.

1.3 Work Hours: Hours worked will generally be during administrative hours, Monday through Friday, 8:00 a.m. through 4:30 p.m. The contract employee will not be required to have on-call duty. Work on holidays observed by the Federal Government, after hours, and weekends may be required in emergent situations.

2. Qualifications

2.1 Certification: The LSO must hold current Board of Laser Safety (BLS) certification as a Certified Medical Laser Safety Officer (CMLSO).

2.2 Health Restrictions: The LSO must have no health or physical disability restrictions that interfere with the performance of assigned duties.

3. Performance of Services

3.1 Compliance and Documentation: Ensure compliance with ANSI Z136.3-2005, American National Standard for Safe Use of Lasers in Health Care Facilities and provide documentation essential for surveillance compliance.

3.2 Program Oversight: Oversee the VA Eastern Colorado Health Care System Laser Safety Program.

3.3 Hazard Evaluations: Evaluate laser hazards and installations, establish laser control measures, conduct comprehensive safety reviews for Class 2 or higher laser systems, and create Nominal Hazard Zones (NHZ) around Class 3a or higher lasers.

3.4 Safety Evaluations: Perform and document initial safety evaluations, review laser-related Integrated Work Sheet/Safety Plans (IWS/SP), and approve personal protective equipment.

3.5 Annual Assessments: Conduct an annual self-assessment of the Laser Safety Program and report any deficiencies to the Chief of Staff and Laser Safety Committee by September 30th each year.

3.6 Staff Education: Provide VA staff education, including all new employees, on the use of lasers, and assist with special scheduled VA surgical cases.

3.7 Policy Development: Assist in the development of VA safety policies for physicians and staff nurses, advising on required safety devices for each clinical setting.

3.8 Regulatory Compliance: Ensure VA compliance with regulatory agencies, assist with the VA surgeon privileging process for laser use, provide annual in-service training, consult on biomedical maintenance & repair of laser systems, and evaluate all new lasers purchased or brought onto VA property.

3.9 Incident Response: Support the response plan for laser safety incidents, ensuring medical assistance, investigation, documentation, and reporting of results. Report all patient safety events within 24 hours.

3.10 Committee Participation: Serve as Chair of the Laser Safety Committee, ensuring all responsibilities are completed within established time frames and recommending committee member appointments for approval by the ECHCS Director.

4. Document Requirements

4.1 Submission Requirements: The contractor shall submit the following for the Laser Safety Officer:

· CMLSO certification

· Resume including previous experience

· Professional references (minimum of 3)

· Liability insurance

5. Time and Attendance Requirements

5.1 Record Keeping: The Point of Contact individual (POC) shall establish and maintain a system to record the services performed by the contract employee, including time and attendance logs.

5.2 Monitoring and Documentation: Documentation of services performed shall be reviewed before certifying payment. Contract employee must be present at VAECHCS and actively performing required services to receive payment.

6. Contract Performance Monitoring

6.1 Performance Evaluation: The POC will monitor the contract employee’s performance to ensure fulfillment of all specifications and requirements, using time and attendance logs, surgical room records, or other appropriate records.

6.2 Non-Compliance Reporting: Any evidence of contract employee’s non-compliance as evidenced by monitoring procedures shall be forwarded immediately to the Contracting Officer.

7. Contractor Personnel Security Requirements

7.1 Background Investigation: The contractor must ensure that employees undergo a National Agency Check with Written Inquiries (NACI) as per 5 CFR 736-101.

7.2 Required Forms: Contractor employees must submit SF 85, OF-306, and FD 258 (Fingerprint Chart).

7.3 Contractor Responsibilities: The contractor must bear the expense of background investigations and submit required forms to the Contracting Officer. If an unfavorable determination is made, the contractor must replace the employee.

8. Government Responsibilities

8.1 Security Packets: The VA Office of Security and Law Enforcement and the Contracting Officer will provide BI Packets, review completed forms, and ensure the contractor’s compliance with security requirements.

8.2 Notification of Investigation Results: The Contracting Officer will notify the contractor of the results of the background investigations.

8.3 Payment for Investigations: The VA Facility may pay for requested investigations in advance and will bill the contractor for reimbursement within 30 days.

9. Appearance and Conduct

9.1 Professionalism: Contractor employees must present a professional, conservative, and neat appearance, reporting for duty in appropriate attire and complying with personal hygiene standards expected of healthcare workers.

9.2 Protective Clothing: Contractor employees must follow hospital infection control standards and ensure protective clothing remains on site.

9.3 Indemnification and Liability Insurance: The contractor must provide and maintain adequate liability insurance coverage.

9.4 Training and Certifications: Contractor employees must complete age-specific competency training, BCLS certification, and any VA-required training.

10. Continuity of Services

10.1 Replacement Staff: Ensure qualified personnel are available to provide coverage during scheduled absences or when the primary contract employees cannot provide services for three or more scheduled shifts.

10.2 Physical Security: Safeguard all government property and secure facilities and equipment at the close of each work period.

10.3 Entry Procedures: Implement local facility procedures for entry to controlled/restricted areas.

10.4 Return of Government Property: Return all keys, uniforms, identification media, and vehicle decals upon completion/termination of the contract.

11. National Holidays

11.1 Observed Holidays: Contractor employees will observe the following federal holidays:

1. New Year’s Day

2. President’s Day

3. Martin Luther King’s Birthday

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veterans Day

10. Thanksgiving

11. Christmas Day

12. Any other day specifically declared a National Holiday by the President of the United States.

12. Evaluation Factors for Laser Safety Officer

12.1 Evaluation Criteria: The Government will award a contract to the responsible offeror whose offer conforms to the solicitation and is most advantageous, considering price and other factors. Surgical Service will evaluate candidates based on the following factors, listed in descending order of importance:

1. Qualifications and Professional Capabilities:

· Current BLS certification as a Certified Medical Laser Safety Officer (CMLSO).

· Knowledge and abilities to independently function as LSO.

· Ability to effectively communicate with healthcare and administrative personnel.

2. Past Performance:

· Work experience

· Disciplinary or Board actions

· References

3. Price

13. Information Technology Security Requirements

13.1 General: Contractors, subcontractors, and their personnel must comply with federal laws, regulations, standards, and VA directives regarding information and information system security.

13.2 Access to VA Information and Systems: Contractors must request access to VA information and systems only to the extent necessary to perform specified services, subject to background security investigations as required by VA Directive and Handbook 0710.

14.3. Performance Monitoring Methods

The following methods will be used to monitor and assess contractor performance:

· Documentation Reviews: Regular reviews of required certifications, training records, incident reports, and other relevant documents to ensure compliance with performance standards.

· Inspections: Random and scheduled inspections of laser installations, safety measures, and compliance with ANSI standards and SOPs.

· Feedback and Audits: Includes surveys and feedback from VA staff, and audits to ensure that services provided are up to the required standards.

· Training Records Review: Regular evaluation of training records to ensure that all personnel have received necessary and current training.

· Annual Self-Assessments: Review the contractor's self-assessment reports to ensure they address all required elements and any identified deficiencies are corrected promptly.

14.4. Roles and Responsibilities

· Contracting Officer (CO): Primary authority for contract performance, monitors compliance and performance standards, and addresses any issues of non-compliance with the contractor.

· Point of Contact (POC): Day-to-day oversight of the Laser Safety Officer, conducts reviews, inspections, and ensures all performance metrics are met.

· Laser Safety Committee (LSC): Reviews and evaluates the LSO’s annual self-assessment and other relevant documentation, providing feedback and recommendations to the CO and POC.

14.5. Performance Reviews and Documentation

Performance reviews will be conducted at the end of each quarter to evaluate the contractor’s performance against the objectives outlined in the QASP. The POC will summarize findings and provide recommendations to the CO. Non-compliance or performance issues will be documented, and the contractor will be given an opportunity to respond and correct any deficiencies.

14.6. Feedback and Corrective Actions

Regular feedback will be provided to the contractor, and any discrepancies or issues identified will require immediate corrective actions. The contractor will be required to submit a corrective action plan for approval by the POC within five business days of notification.

See attached document: Service Contract Act WD 2015-5419 Revision No 30 Dated 08-07-2025.

Combined Synopsis/Solicitation Notice